Purchasing Officer Crowne Plaza Hotels & Resorts

Duties and Responsibilities

FINANCIAL RETURNS

• Follow up with vendors to ensure scheduled deliveries according to purchase orders issued to them.
• Maintain internal controls over the requisitioning of items.
• Develop and maintain purchase order system.
• Manage to arrange Invoices from vendors in time in order to ensure proper & complete month-end inventory closing.
• Ensure cleanliness and organization in all work areas.
• Coordinate with Quality control & respective departmental heads to ensure the receiving of standard quality of product.
• Keep a track of open purchase orders & follow up with vendors for timely supply and closure of orders.
• Arrange any urgent material required in case of emergency requirements. May be as cash purchase depending upon requirement urgency level.
• Purchase order audit on monthly basis to close open orders or explain the open orders.
• Assist the Procurement Manager on tender process, supplier selection etc.
• Support the profit assurance plan.
• Ensure regular, correct and best quality supplies at all times.
• Support promptly on urgent requirements of the operations.
• Strict implementation of the CSA and achieve 100% score in CSA Audit of Purchasing category
• Performs related duties and special tasks assigned by Procurement Manager or Director of Finance & Business Support.

PEOPLE

• Cooperates, coordinates and communicates with other departments in matters concerning purchasing related matters and internal control
• Liaise with Procurement Manager and Department Heads on purchasing problems
• Attend to vendor, Department Heads and other employees enquiries in relation to purchasing of goods or services

GUEST EXPERIENCE

Build and maintain positive relationships with all internal customers and guests in order to exceed their needs

Take action to address these needs in order to exceed their expectations

Notify departments concerned of arriving materials so that items may be removed promptly from receiving area.

Ensure that all incoming merchandise is undamaged, in quantities as indicated in the accompanying invoice/delivery docket and meets the IHG quality standards

RESPONSIBLE BUSINESS

• Establishes adequate record keeping
• Establishes standard purchasing specifications
• Ensures products and resources are assigned to the appropriate department and billed accordingly
• Strict implementation of the Control Self-Assessment (CSA) and achieve 100% score in CSA Audit of Purchase category
• Demonstrate Awareness of OH&S policies and procedures and ensure all procedures are conducted safely and within OH&S guidelines
• Be aware of duty of care and adhere to occupational, health and safety legislation, policies and procedures
• Be familiar with property safety, first aid and fire and emergency procedures and operate equipment safely and sensibly
• Initiate action to correct a hazardous situation and notify supervisors of potential dangers
• Log security incidents and accidents in accordance with hotel requirements

Health, Safety and Security

Demonstrate understanding and awareness of all company policies and procedures relating to Health, Hygiene and Fire Life Safety and ensure your direct reports do the same

• Familiarise yourself with emergency and evacuation procedures
• Ensure all security incidents, accidents and near misses are logged investigated and rectified to prevent future catastrophes

ACCOUNTABILITY

• Ensure compliance to the IHG policies, procedures and statutory requirement
• Maintains confidentiality at all times and maintains strict practice of office lock up and security of information.
• Coordinate and administrate in CSA Audit
• Reports directly to and communicates with the Procurement Manager on all matters pertaining to purchasing and financial controls.
• Performs other duties as required

QUALIFICATIONS AND REQUIREMENTS

• Minimum Diploma or equivalent
• Minimum 2 Years of related work experience
• Able to communicate with and lead colleagues